Definitions

Definitions

Budget Proposal

• A budget proposal is a breakdown of how requested funding will be utilized throughout the course of a semester or academic year by a club through events, purchases, promotional materials, and travel. 

• A budget proposal provided to ASCWI should include a general estimate of event costs and purchases throughout the semester. This is merely an outline for estimated costs that need to be requested for the budget. A more detailed proposal must be provided to Student Engagement for event, purchase, or travel approval. 

Student Representative 

• A representative can be any STUDENT member of the club. The student does not need to be a club officer but should be able to provide a knowledgeable report and can address questions. 

Community Service 

• A community service event is a planned activity organized and executed by a CWI club with the primary purpose of benefiting the local community or a specific group in need. These events should address a community issue, promote civic engagement, and enhance the well-being of those involved. For details on what counts and does not count as community service, please refer to the following section: Requesting Events – Fundraisers & Community Service 

Official Event

• An official event is an event that has been requested and approved by Student Engagement prior to the event taking place. 

 Excused Absences 

• Excused Absences are defined as an email club report submitted to ascwi@cwi.edu prior to the Student Leadership Circle. Failure to submit club report for an excused absence will result in impact to club tier standing. 

Club Recognition 

• Clubs become recognized annually by ASCWI following the submission of a complete club application and confirmation from Student Engagement on eligibility. These will take place at Senate meetings.  

• Clubs will be scheduled to present at an ASCWI Senate meeting to address the following questions: 

  • Is your club new or a renewal of a previously existing club?  

  • What is the purpose of your club? What do you hope to achieve by forming this club?   

  • Who are the members of your club? What are their interests and goals?    

  • What activities do you plan to hold? How will your club benefit the student body?    

  • How will you promote your club? How will you reach out to potential members?    

  • What are your plans for sustainability? How will you ensure that your club remains active in the long term?   

  • What are your club's policies on membership? What do students have to do to be considered active members? To run for an officer position?  

  • How will you handle conflicts within the club?    

  • What are your club's financial goals?    

Student Leadership Circle 

• SLC stands for Student Leadership Circle. This is where a student representative will present a Club Report to ASCWI and other club leaders. Student Leadership Circles happen on the first Thursday of every month. There will also be a report on ASCWI’s Club Budget by the Treasurer. 

Club Report 

• A club report will be given by a student representative at every Student Leadership Circle. Each club will provide their own report. The student representative will answer the following questions: 

  • What events did you host last month (if applicable)? How many students attended? Would you consider your event successful? 

  • What events have been approved for this month (if applicable)? Do you have any event planning in progress for this month? 

  • Any other club updates (officer changes, meeting changes, etc.) 

  • Are you satisfied with your Club Tier? 

• Club reports can be provided in person, via Zoom, or via email. If a report is provided via email, it counts as an excused absence.  

• All club representatives are expected to stay through the duration of the meeting. 

Unexcused Absence 

• An unexcused absence is when there is no club representative at the Student Leadership Circle meeting and no email report provided prior to the Student Leadership Circle meeting.